Secretary

About Us We are SVKM’s NMIMS Centre for Distance and Online Education (NCDOE) - India’s Premier Institution for with core focus on Distance & Online learning. Visit us at https://online.nmims.edu/about-us/ for more information.

Job Title

Reports to

Location

Job Purpose

This role is responsible for delivering high-level administrative and operational support to the Pro Vice Chancellor, including efficient management of calendar, travel, correspondence, reports, petty cash, office supplies, and internal coordination. The position ensures seamless execution of academic and administrative activities across the Centre for Distance and Online Education.

Key Responsibilities: Executive & Secretarial Support:

• Manage domestic travel logistics including flight bookings, ground transport, and accommodation arrangements.
• Prepare and organize materials for meetings, including agendas, presentations, minutes, and follow-up action items.
• Draft, review, and manage professional correspondence, reports, and internal communications on behalf of the PVC.
• Coordinate HRMS-related approvals (e.g., leave, OD, appraisals, separation clearances).
• Facilitate review and execution of agreements and important documents.
• Organize and support internal/external meetings, including vendor and client visits, with arrangements for hospitality and parking.
• Assist in planning and coordinating institutional events and festive celebrations.
• Manage the PVC’s calendar, schedule appointments, coordinate internal and external meetings, and handle rescheduling or conflicts efficiently.

Operations Coordination – Non-Campus NCDOE Locations:

• Oversee lease registration and renewals for non-campus centers.
• Coordinate repairs, maintenance, and procurement of equipment and services.
• Manage relationships and service contracts with housekeeping and security vendors.
• Process PRs/POs for facility management staff (security, housekeeping, peons).
• Support IT team roster planning, conflict resolution, and vendor coordination.

Financial & Administrative Management:

• Handle petty cash operations for the NCDOE Mumbai office.
• Review vouchers and verify bills for accuracy and compliance.
• Monitor and ensure timely processing of rent, maintenance, and electricity payment.

Sales Operations – Authorized Enrollment Partner (AEP):

• Review and verify documentation for onboarding new partners or changes in existing partner details.
• Issue program and community licenses to AEPs.
• Maintain agreements with AEPs.

Empowered Committee (EC) Meeting Coordination:

• Schedule meetings by coordinating with committee members.
• Prepare agendas, collate approval notes, and draft minutes of meetings.
• Maintain documentation and records of all EC meetings. 
• Schedule meetings by coordinating with committee members.
• Prepare agendas, collate approval notes, and draft minutes of meetings.
• Maintain documentation and records of all EC meetings. 

Internal Communication & Liaison:

• Act as the central point of contact for coordination with internal departments and central teams.
• Track task progress, follow up on pending items, and ensure timely closure.
• Track pending tasks and ensure timely follow-ups and closure on key issues and projects.
• Support the PVC in document reviews, reporting, project updates, and general administrative oversight.

Key Interactions

Internal Stakeholders External Stakeholders HODs at NCDOE- Vendors University Depts Offices of Chancellor/VC/PVC.

Dimensions

Manage team of IT Support, admin & housekeeping staff.

Requirements- Skills & Competencies

• Excellent interpersonal, communication, and multitasking skills.
• Ability to maintain confidentiality and handle high-pressure situations with tact and professionalism. Extremely proficient with Microsoft Office Suite, handling office equipment & documentation
• Ability to work independently and reliably.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Ability to organize, Excellent time management and multi-tasking ability.

Requirements- Education & work experience

• Bachelor’s degree in Business Administration, Management, or related field.
• 7 to 10 years of experience in a secretarial or executive support role, preferably within an academic or institutional setting